# Project profitability software for agencies that need the story behind the margin.

> Workspace369 connects agency revenue, time, expenses, scope, projects, invoices, payments, clients, and reporting for clearer project profitability.

Canonical: https://workspace369.com/solutions/project-profitability-software-for-agencies/
Last updated: 2026-10-25

Workspace369 shows project and client profitability beside the scope, time, expenses, invoices, and payments behind it; profitability reporting, expenses, and AR aging start on Specialist ($149 a month, 10 seats).

14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.

[See team pricing](https://workspace369.com/solutions/project-profitability-software-for-agencies/#team-pricing)

**Scope**compared with actual delivery

**Cost**time and expenses kept visible

**Cash**invoice and payment status included

![Workspace369 Home: overdue invoices, proposals waiting on a reply, an AutoPilot briefing, revenue for the year and money coming in over the next 30 days](https://workspace369.com/images/solutions/dashboard-light-clean.webp)

Understand whether client work is actually healthy by keeping scope, time, expenses, delivery status, invoices, payments, and client history in one operating record.

Key facts

Agency project profitability at Workspace369 covers 10 areas, including scopes, budgets, projects.

The workflow runs in 6 steps, from "set the commercial baseline" to "compare projects and clients".

Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats and 120,000 Tokens a month at $299/mo.

Additional seats cost $10 each; full pricing is public on the [Workspace369 pricing page](https://workspace369.com/pricing/).

## Why agency margin becomes visible too late

### Scope lives outside the project

The proposal says one thing while calls, messages, and tasks quietly expand the delivery burden.

### Utilization is mistaken for profit

A busy team can still lose money when rates, write-offs, contractor costs, and unpaid invoices are ignored.

### Reporting starts after month end

The warning appears only after exports from time, project, invoice, and expense tools are reconciled.

### Nobody knows what an hour costs

Without an internal cost rate for each person, every margin figure is a guess based on billable rates or salaries kept somewhere else.

### Fixed fees hide overruns

Hours over the estimate never appear on the invoice, so a fixed-fee project can lose money while the client is perfectly happy.

### Billed is not collected

A project can look profitable on invoices while the final payment is 60 days late and the cash has already been spent on the next job.

## See the workspace your clients feel.

01

### Every channel in one inbox

Email lands beside the client record on every plan; texts, calls and voicemail join it from Voyager, with AI call summaries from Specialist.

![Workspace369 shared inbox showing email, SMS and voicemail conversations with an AI summary of the open thread](https://workspace369.com/home/screens/v2/shared-inbox-light.webp)

02

### Client work, organized as projects

Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.

![Workspace369 project board showing client work organized into stages with owners and status](https://workspace369.com/home/screens/v2/projects-board-light.webp)

03

### Proposals to paid invoices

Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.

![Workspace369 invoice editor showing line items, payment terms, and client details](https://workspace369.com/home/screens/v2/invoice-editor-light.webp)

04

### A portal clients actually check

Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.

![Workspace369 client record showing activity, messages, invoices and the next follow-up in one profile](https://workspace369.com/home/screens/v2/client-record-light.webp)

## A practical agency profitability loop

01

### Set the commercial baseline

Keep the proposal, scope, rate, retainer, budget, and payment terms attached to the client.

02

### Track delivery pressure

Review projects, tasks, the team workload view (Commander), time, expenses, changes, messages, and files as work progresses.

03

### Connect billed and collected revenue

See invoices, payment plans (from Specialist), payment status, and receivables beside the work.

04

### Act before margin disappears

Use project, client, revenue, expense, and operational reports to adjust scope, staffing, pricing, or follow-up.

05

### Set cost and billable rates

Give each teammate an internal cost rate, which never appears on invoices, and a billable rate clients are charged, so tracked time carries both numbers.

06

### Compare projects and clients

Read margin by project and by client (from Specialist) to see which work to sell more of, reprice, or stop offering; budget vs actual is on Commander.

## The signals behind agency profitability

- Profitability needs a commercial baseline, delivery costs, billed revenue, and collected cash.
- Workspace369 keeps margin signals close to the client and project instead of assembling them only at month end.
- Accounting remains important, but operational profitability should be visible while the team can still act.
- Ask whether a tool separates the internal cost of an hour from the rate the client pays; without both, margin is a guess.
- Check that fixed-fee and retainer work shows its real hours, not only what was invoiced.

Scopes

Budgets

Projects

Workload

Time

Expenses

Invoices

Payments

AR aging

Profitability reports

## Priced for the team, not per person.

Each team plan includes seats. Retainers, recurring invoices, proposals and client records are on every plan. Extra seats are $10 a month each.

Small-team essentials

### Voyager

**$74** / month

2 seats included

14-day free trial. Card required. After the trial: $74/month for Voyager. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.

Most agencies

### Specialist

**$149** / month

10 seats included

14-day free trial. Card required. After the trial: $149/month for Specialist. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.

Larger operations

### Commander

**$299** / month

20 seats included

14-day free trial. Card required. After the trial: $299/month for Commander. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.

USD monthly billing. [Compare all plans](https://workspace369.com/pricing/). Prefer a guided walkthrough first? [Book a demo](https://workspace369.com/contact-sales/).

## Free account setup & migration help

Our team sets up your workspace with you and helps move your clients and invoices from the tools you use now.

Export your data as a spreadsheet and AI Import maps the columns for you. Support can help with anything unusual.

Offer ends December 31, 2026.

14 days free · card required · then $29/mo · cancel anytime

After signup, claim free setup in your workspace.

## What reviewers say about Workspace369.

★ 5.0 from 12 ratings on the App Store (as of 2026-10-26)

★★★★★

> **SMB Modernization**
>
> Great tool for modernizing small businesses. Ability to leverage AI without technical background.

Foreman345 · 2026-10-02 · [App Store review](https://apps.apple.com/us/app/id6475013419?see-all=reviews)

★★★★★

> **True all-in-one system**
>
> It beautifully combined my CRM, team calendar, and billing tools so I could finally stop paying for a bunch of separate software subscriptions

samimonroe · 2026-10-02 · [App Store review](https://apps.apple.com/us/app/id6475013419?see-all=reviews)

★★★★★

> **Best app for my construction business**
>
> Great app. This app solved all my needs! Not only did it help, but it is cheaper than other apps. I highly recommend this app if you want to start organizing and automating your business on another level. Also love the design

SebastianBroco · 2024-11-23 · [App Store review](https://apps.apple.com/us/app/id6475013419?see-all=reviews)

Quoted exactly as written, in the reviewer’s own language. This is a selection of reviews, not all of them. Reviews from our own team are left out of the selection, but the overall rating includes their ratings.

[Read more reviews](https://workspace369.com/customers/)[See all reviews on the App Store](https://apps.apple.com/app/id6475013419)

## See Workspace369 on your own client work.

Start your trial, invite the team and, for a limited time, claim free setup and migration help in your workspace. Prefer a walkthrough first? Book a demo.

[Book a demo](https://workspace369.com/contact-sales/)

## Put the workflow into practice

## What agency leaders should evaluate

### How do agencies calculate project profitability?

A practical calculation compares recognized project revenue with direct labor, contractor, software, travel, product, and other delivery costs, then reviews margin against scope and collected cash.

### Does Workspace369 track agency profitability?

Workspace369 connects projects, time, expenses, invoices, payments, clients, workload, receivables, and reporting to support project and client profitability analysis. Project profitability, expenses, and AR aging start on Specialist; the team workload view and budget vs actual are on Commander.

### Is utilization the same as profitability?

No. Utilization measures how time is used. Profitability also depends on pricing, scope, costs, write-offs, invoicing, and collection.

### What is the difference between a cost rate and a billable rate?

The cost rate is what an hour of a teammate's time costs the business, and it is used for profitability. The billable rate is what clients are charged for that hour. In Workspace369 the cost rate is internal and never shown on invoices.

### How do I see the profitability of a fixed-fee project?

Compare the fee with the cost of the time tracked on the project at each person's cost rate, plus the expenses linked to it. The hours still need tracking even when the client never sees them, or an overrun stays invisible.

### Which Workspace369 plan includes project profitability?

Project and customer profitability, expenses, and AR aging start on Specialist, at $149 a month with 10 seats. Budget vs actual and the team workload view are on Commander, at $299 a month with 20 seats. Time tracking, billable time, and time-to-invoice are on every plan.

## Related pages

## Recent updates

[All release notes](https://workspace369.com/changelog/)

- [April 30, 2026**March and April 2026: a new proposal builder, intake forms and project profitability**A visual proposal builder with deposits and tracking, several intake forms with an inbound API, profitability and AR aging reports, calls, and an AI knowledge base.](https://workspace369.com/changelog/2026-04-30-march-april-2026-roundup/)

## See where Workspace369 fits into your client-work flow.

Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.

[Request a demo](https://workspace369.com/contact-sales/)